ISO 20121:2024 Event sustainability management systems — Requirements with guidance for use specifies requirements for an event sustainability management system for any type of event or event-related activity and provides guidance on conforming to those requirements. It applies to any organization that wishes to:
- establish, implement, maintain, and improve an event sustainability management system;
- ensure that it is in conformity with its stated sustainable development policy;
- demonstrate voluntary conformity with this standard by
- first party (self-determination and self-declaration),
- second party (confirmation of conformance by parties having an interest in the organization, such as clients, or by other persons on their behalf) or
- an independent third party (e.g. a certification body).
Furthermore, it has been designed to address the management of improved sustainability throughout the entire event management cycle.
Table of Contents
| Introduction |
| 1 Scope |
| 2 Normative references |
| 3 Terms and definitions |
| 4 Context of the organization |
| 4.1 Understanding the organization and its context |
| 4.2 Understanding the needs and expectations of interested parties |
| 4.3 Determining the scope of the event sustainability management system |
| 4.4 Event sustainability management system |
| 4.5 Sustainable development principles and mission statement |
| 5 Leadership |
| 5.1 Leadership and commitment |
| 5.2 Policy |
| 5.3 Roles, responsibilities and authorities |
| 6 Planning |
| 6.1 Actions to address risks and opportunities |
| 6.2 Event sustainability objectives and planning to achieve them |
| 6.3 Planning of changes |
| 7 Support |
| 7.1 Resources |
| 7.2 Competence |
| 7.3 Awareness |
| 7.4 Communication |
| 7.5 Documented information |
| 8 Operation |
| 8.1 Operational planning and control |
| 8.2 Managing changes |
| 8.3 Supply chain management |
| 9 Performance evaluation |
| 9.1 Monitoring, measurement, analysis and evaluation |
| 9.2 Internal audit |
| 9.3 Management review |
| 10 Improvement |
| 10.1 Continual improvement |
| 10.2 Nonconformity and corrective action |
| Annex A Guidance on planning and implementing this document |
| A.1 General |
| A.2 Scope |
| A.3 Understanding of the organization and its context |
| A.4 Identification and engagement of interested parties |
| A.5 Determining the scope of the management system |
| A.6 Sustainable development governing principles and mission statement |
| A.7 Leadership |
| A.8 Policy |
| A.9 Actions to address risks and opportunities |
| A.10 Issue identification and evaluation |
| A.11 Legal and other requirements |
| A.12 Event sustainability objectives and how to achieve them |
| A.13 Resources |
| A.14 Competence |
| A.15 Communication |
| A.16 Documented information |
| A.17 Operational planning and control |
| A.18 Supply chain management |
| A.19 Performance against governing principles of sustainable development |
| A.20 Monitoring and measurement |
| A.21 Internal audit |
| A.22 Management review |
| A.23 Nonconformity and corrective action |
| A.24 Claiming conformity |
| Annex B Supply chain management |
| B.1 General |
| B.2 What is sustainable procurement and why is it required? |
| B.3 When should sustainable procurement issues be considered? |
| B.4 What does sustainable procurement involve? |
| B.5 Sustainable procurement policy and strategic planning |
| B.6 Techniques for assessing and managing sustainable development issues in procurement |
| B.7 Developing a dialogue with suppliers |
| B.8 Assessment of tender submissions |
| B.9 Sustainable procurement – Monitoring and reporting |
| Annex C Evaluation |
| C.1 Guidance for identification of issues |
| C.2 Determining relevance and significance of issues |
| C.3 Guidance for reporting |
| Annex D Human and child rights |
| D.1 General |
| D.2 What is an organization’s responsibility to respect human rights? |
| D.3 When should human rights be considered? |
| D.4 What does a human rights-based approach involve? |
| D.5 How and who to engage? |
| D.6 Human rights policy and strategic planning |
| D.7 Identifying and evaluating human rights impacts |
| D.8 Provision of access to remedy |
| D.9 Using leverage |
Implementation
Implementing an event sustainability management system involves several key steps.
Here are those steps.
Leadership and Commitment
- Obtain leadership commitment and support for the implementation of the ESMS.
- Establish a clear policy and objectives for event sustainability.
Scope and Context
- Define the scope of the ESMS, including the boundaries and applicability.
- Understand the external and internal context of the organization and how it can affect event sustainability.
Stakeholder Engagement
Identify and engage relevant stakeholders, considering their interests and expectations in relation to event sustainability.
Event Sustainability Management System Planning
Develop a detailed plan for implementing the ESMS, considering resources, roles, responsibilities, and timelines.
Legal and Other Requirements
Identify and ensure compliance with relevant legal and other requirements related to event sustainability.
Policy and Objectives
- Establish an event sustainability policy that aligns with the organization’s objectives.
- Set measurable objectives that support the policy.
Organizational Structure, Roles and Responsibilities
- Define the organizational structure for event sustainability management.
- Allocate roles and responsibilities to ensure effective implementation and maintenance of the system.
Competence and Training
- Identify the competencies required for personnel involved in event sustainability.
- Develop and implement training programs to ensure personnel have the necessary skills.
Communication
- Establish effective communication processes within the organization and with external stakeholders.
- Ensure that relevant information is shared promptly and transparently.
Documentation and Information Management
- Develop and maintain documentation that supports the ESMS.
- Implement information management processes to ensure data integrity and accessibility.
Sustainable Procurement
- Implement a sustainable procurement process for goods and services used in events.
- Consider environmental and social criteria when selecting suppliers.
Waste Management
- Develop a waste management plan to minimize and manage waste generated during events.
- Promote recycling and responsible disposal practices.
Energy Efficiency
- Implement measures to improve energy efficiency during events.
- Consider the use of renewable energy sources where feasible.
Water Management
- Implement measures to conserve water and manage its use during events.
- Consider using water-saving technologies and practices.
Biodiversity and Nature Conservation
- Implement measures to protect and enhance biodiversity and natural habitats affected by events.
- Consider the impact of event activities on local ecosystems.
Transportation
- Develop sustainable transportation plans for attendees and staff.
- Promote the use of public transportation and consider the environmental impact of travel.
Accessibility and Inclusivity
- Ensure that events are accessible to all individuals, including those with disabilities.
- Consider inclusivity and diversity in event planning and execution.
Performance Evaluation
- Establish key performance indicators (KPIs) to measure the performance of the ESMS.
- Monitor and evaluate performance against established KPIs.
Continual Improvement
- Implement processes for continual improvement of the ESMS.
- Conduct regular audits and reviews to identify opportunities for improvement.
External Audits and Certification
Prepare for and undergo external audits by certification bodies, if seeking ISO 20121 certification.
In conclusion…
Remember, the implementation of an Event Sustainability Management System is an ongoing process, and organizations should continually monitor, evaluate, and improve their systems to ensure they remain effective and aligned with the organization’s event sustainability objectives.
ISO 20121 can be purchased through the ISO.org website.
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